How Governments are using administrative data to modernise the census

The census is changing and administrative data is a key part of this

The population and housing census is one of the most important tools a government has. It tells us how many people live in a country, where they live, and what their lives are like. This information helps governments plan for schools, hospitals, transport, jobs, and social services.

For years, censuses were done in a traditional way: sending out thousands of staff to go door-to-door and ask people questions. But now, many countries are finding better, faster, and more affordable ways to collect census data—by using administrative data.

Administrative data refers to information that governments already collect for other reasons, such as tax records, school enrolments, health records, and civil registration. In this article, we’ll explore how countries are using this data to support, enhance, or even replace traditional census methods. We’ll also look at examples from around the world and explain what this means for the future.

Why use administrative data in the census?

Carrying out a traditional census is expensive, time-consuming, and increasingly difficult. Hiring thousands of temporary workers, printing paper forms, and travelling to every household takes a lot of resources. On top of that, fewer people are willing to take part in face-to-face surveys or fill out long forms.

Using administrative data helps solve these problems. It allows governments to:

• Save money

• Improve data quality

• Count people who might be missed

• Deliver faster results

Countries like Denmark and Norway have already moved to full register-based censuses, using administrative data only. Others, like Australia, Indonesia, Korea, and Turkey, are using a combination of methods.

What is administrative data?

Administrative data is collected for everyday government work—not for statistics. For example:

• Population registers: Lists of residents

• Address databases: Information on where people live

• Social security data: Records of pensions, benefits, and employment

• Health and education data: School enrolments, hospital visits, etc.

When this data is organised and linked together carefully and securely, it can be used to support or even replace some parts of the census.

Types of census approaches using administrative data

There are three main ways governments are blending administrative data into their census:

1. Register-based census – Uses only administrative records, with no fieldwork. This works best when all necessary data is available and accurate.

2. Combined census – Uses administrative data plus some traditional data collection (like sample surveys or online forms). This is the most common model.

3. Traditional census with support from administrative data – Keeps the full census survey but uses admin data to help target fieldwork or check accuracy.

Let’s look at how different countries are doing this.

Australia: combining admin data with modern methods

The Australian Bureau of Statistics (ABS) has been gradually increasing its use of administrative data. In 2016, they launched a national Address Register built with admin data and door-to-door checks. They also improved online census forms and sent letters instead of paper forms.

For the 2021 Census, ABS went further. Admin data helped:

• Identify communities likely to have low response rates

• Confirm if homes were occupied on census night

• Fill in data where emergencies made field visits impossible

They also compared census data with admin data to check quality—and found very few differences.

Indonesia: building a foundation for the future

Indonesia began using admin data in the 2020 Census. Although their Population Registration System wasn’t fully accurate yet, it was useful for the first stage: household pre-listing. That data was combined with older census data to create a new statistical register.

People could complete their census forms online, with the existing data pre-filled. They simply had to confirm or correct it. Then local leaders helped verify the information, and field workers filled in any missing details. Indonesia is now preparing to use more admin data in its 2030 census.

Republic of Korea: a full combined model

South Korea moved from traditional censuses to a combined model by first comparing census data with admin records from their Resident Registration Register (RRR). Over time, they built a register using data from 25 different sources, across 14 public agencies.

Since 2020, they’ve produced a core set of census items from admin data every year. A sample survey adds more detailed information. A smart system matches records using virtual IDs, keeping people’s data private and secure.

Turkey: transitioning to a register-based census

Turkey’s last full census was in 2000. Since then, the government has built a Central Civil Registration System and a National Address Database. These systems are now used to carry out most of the census.

In 2021, about 70% of Turkey’s census variables were produced using admin data. For the rest—such as housing information—a sample survey was used. Turkey aims to move to a full register-based census in the near future.

Challenges and things to watch out for

Even though administrative data has many advantages, it isn’t perfect. There are important things to keep in mind:

• Data quality: Admin data may be out-of-date or missing key details.

• Privacy and trust: People must feel confident their information is protected.

• Coordination: Government agencies must work together and share data securely.

• Legal barriers: Some countries need to change laws to allow use of admin data for statistics.

Countries moving in this direction need good systems for checking and improving data. They also need clear plans for what data will be used, how it will be combined, and how privacy will be maintained.

Looking ahead: a global shift in census-taking

From Asia to Europe and beyond, more and more countries are using administrative data in their censuses. Each country is doing it in its own way, depending on what data is available and how ready their systems are.

While it may take time to move fully away from traditional censuses, the direction is clear. Admin data makes census-taking more affordable, more accurate, and more future-ready.

As governments keep improving how they collect and use data, we can expect even smarter censuses in the future.

The future of the census is digital and data-driven

The census is changing. Around the world, countries are finding new ways to count their people—ways that are cheaper, faster, and more reliable. Administrative data is leading this transformation. It helps governments better understand their populations while saving time and money.

Countries like Australia, Indonesia, Korea and Turkey are showing that with the right systems and safeguards, administrative data can play a powerful role in the census. Over time, we’ll see more nations follow their lead.

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